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Using Adobe Connect to run webinars

What we’ll coverMarketing activities• Timeline of activities to drive engagement before, during and after

Pre-broadcast set up• AV/IT requirements• The people – who does what & tips• Set up Adobe Connect – back end admin• Set up Adobe Connect – meeting room

On the day• Video set up• Sound set up• Lectern laptop set up• Questions laptop set up• Managing and moderating the webinar• Start chatting with the webinar host & peers

Post event• Sharing the on-demand webinar recording

2. Confirmation email includes URL to webinar, background on the agenda, and how to use Adobe Connect inc link to on-demand example 3. 3 days to go event

reminder to registrants inc URL

4. On the morning reminder to registrants including URL

5. Webinar6. Follow up email including links to the on-demand webinar recording and slide presentation

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Marketing engagement timeline

1. Event publicised on _connect; campaign to drive traffic to _connect

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Pre-broadcast set up

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Pre-broadcast set up: AV requirementsYou should be able to get hold of:• Video camera• Tripod• Laptop• 2 cunning devices

o to get the picture into your laptopo to get the sound nicely into the laptop

• A small piece of $20 video software: http://www.trackercam.com/TCamWeb/dvdriver.htm

• Extension cable• TEST IT ALL WORKS BEFORE USING IN ANGER!

For a live event/simulcast you’ll need:• A sound engineer• Sound desk• Microphones• Broadband connections

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The people: Who does what1. Speakers• At the lectern• Wearing lapel mics• Talking to the live audience in the physical venue

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2. Webinar host• Near the sound desk• ‘Driving’ the webinar

4. AV person• Making sure sound and visual in the physical

venue is optimal

3. Webinar support• On the top table• Watching for online questions• ‘Mirroring’ the live presentation

Set up Adobe Connect: back end admin1. Login to adobe connect>meeting>new

meeting2. Give it a name - this will be public3. Use the custom url - helps you as the

organiser, and the customer, to remember the URL

4. Don't bother with summary, start time or duration

5. Select template> my templates\Competition Briefing Webinar v3

6. Select access: Anyone who has the URL for the meeting can enter the room (this is because people get the URL once registered)

7. Audio Conference Settings> Do not include any audio conference with this meeting. We run the webinars using VOIP only and live webinar broadcast chat is the way we interact with the online audience

8. Click Finish9. Take the URL that's been generated and use

this in the registration confirmation email10. Share the URL with your team: speakers and

panellist/host who will be asking the questions on behalf of the online audience

Set up Adobe Connect: the meeting room1.Welcome lobby2.Main presentation3.Networking4.Feedback

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Set up Adobe Connect: Welcome Lobby

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Set up Adobe Connect: Main Presentation

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Set up Adobe Connect: Networking Walls

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Set up Adobe Connect: Feedback

The ‘flow’

Welcome lobby>Main Presentation>Networking>Main Presentation> Feedback>Networking

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On the day of the event webinar set up

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On the day: Video set up 1/2You should carry out the following actions:• Run Dvdriver• Camera: Plug in power, open shutter, power

on, stick on tripod and stick in main position - can be tweaked later

• Attach the camera's video output cable (RGB) to the ADVC-55 digital to analogue converter(- this can also be the USB dongle) (red, yellow, and white cables (composite cable)); attach power to the ADVC-55 device; attach the silver fire wire cable (6-4pin)

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On the day: Video set up 2/21. Select take no action if this box appears

2. Adobe connect: right click in the video pod, select settings, select webcam option,

and chose DVDriver from the drop down.

3. Start my webcam > start sharing.3a. If you see a black screen with DVDriver on it you haven't activated the DVDriver software - go to step one again.

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On the day: Sound set up 1/3Aim is to get sound from the sound desk at the live event into the laptop.

• Make friends with the AV guy

• The nice AV guy should have widget that basically reduces the volume coming into the laptop - this should plug into your mic socket; if not use the DSAN LSP-1 Laptop Sound Port. Plug this into your laptop mic in socket.

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On the day: Sound set up 2/3

1. Accept the line in option

2. In adobe connect: connect my audio> see the sound waves> adjust the volume

On the day: Sound set up 3/3Ensure your laptop sound controls are set as:Start> control panel>sounds and audio devices

Audio tab>Sound & Audio tab push all volume's up

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On the day set up: Top table laptop

Questions laptop• Run a third laptop on the top table,

with a broadband connection. • Person should be given host rights

- but main responsibility is to viewthe online questions from the 'Open and answered questions' pod and at the appropriate point ask the live speaker the question on behalf of the online audience.

Webinar support• On the top table• Watching for online questions• ‘Mirroring’ the live presentation

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On the day of the event: Managing, hosting and moderating the webinar

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You’re off...Let the people in by toggling off the block incoming attendees:Meeting>manage access & entry> block incoming attendees

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You’re off...Otherwise you’re going to have let people in one by one

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Record the meeting

Stop the recording at the end by pressing the red button

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In the Welcome Lobby

• Go live 1hr before the main presentation

• Use the general chat for banter and instructions e.g use the networking wall to post a profile of yourself, tell them mics are closed, or they should hear music - can you see and hear us - please respond etc

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In the Main PresentationUse Q&A chat pod for encouraging interaction and to share info : “now on stage, enter questions these will be asked on your behalf...”

Scoop questions into the Open and Answered questions area; moving answered questions down into the answered category. These questions are asked out load in the live event by the chair to the speaker.

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In the Main Presentation - RecommendationsUse the start private chat function to talk with your colleagues

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In the Main Presentation - RecommendationsMeeting>preferences>chat pod - untick enable private chat for participants

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In the Main Presentation - RecommendationsMeeting>preferences>attendees pod> tick disable raise hand

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Closing the webinarTell the audience you’re going to close

Tick this box so your preferred website appears

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After the event: publishing the on-demand webinar

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Publishing the on-demand webinarMake the recording public In adobe connect admin go to meetings>select meeting>recordings> make public

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Publishing the on-demand webinar•Click on the meeting name and find the url to share

•Add it to the word doc template>PDF and upload to _connect comp docs library

•Take the doc url and share via the Communigator post-event follow up email and/or post in a community article

•Make offline – add to youtube

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Thanks for listening

Huw Jones

07824599655

Huw.jones@tsb.gov.uk

@huw_j

http://uk.linkedin.com/in/huwgjones

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